Conference Planning Services for Statewide Affordable Housing

The government authority located in Seattle, Washington is seeking a qualified, creative, and experienced business organization to organize, promote, plan, manage, and execute a statewide affordable housing conference. The agency needs to solve the challenge of executing a comprehensive event by outsourcing speaker management, marketing, website administration, and sponsorship acquisition. The selected partner will research, negotiate, and contract national and regional speakers and subject experts within a designated speaker budget. The scope of work covers comprehensive speaker management, including travel and hotel arrangements, audiovisual coordination, communication systems, master roster tracking, risk planning, replacements, welcome packets, thank-you letters, and invoice payment processing. The agency requires management of the conference website, social media channels, and the Whova event app. Marketing responsibilities include developing and executing outreach efforts to reach existing and underserved audiences statewide, reporting on outreach results, and providing marketing assets to support presenters and partners as conference ambassadors. The agency also requires the provider to secure sponsors and exhibitors by working with partner organizations and presenter staff teams to identify and coordinate sponsorship leads. The provider must work with partners to complete grant applications if needed, provide strategic recommendations to grow sponsor and exhibitor revenue, and enhance sponsor value and engagement. Eligibility is restricted to onshore organizations based in the United States of America, and the performance of the work must be conducted onsite. The agency is looking for proposals to determine the budget for this project. The contract period will span two years. A pre-bid meeting is scheduled for May 28, 2026, which is also the deadline for all questions to be submitted to the agency.